Regional Administrator in Boca Raton, Florida at CareGivers of America

Title: Regional Administrator - Registry

Department: Nurse Registry

Reports To: VP of Client Success

FLSA Status: Full-time/Exempt

Company Overview

CareGivers of America (CGA) connects clients and families with referred in-home caregivers who support comfort, safety, and well-being in familiar surroundings. Clients may seek short-term or long-term assistance while recovering from surgery, living with disabilities, managing chronic conditions, or addressing changing daily needs. Our administrative team supports clients and caregivers through Compassionate Expertise—a commitment to responsive service, meaningful relationships, and operational excellence.

Position Summary

The Regional Administrator oversees the administrative and day-to-day operations of multiple Nurse Registry locations within an assigned region. This leader promotes consist client experience, client retention, caregiver registration and credential compliance, efficient referral coordination, and sustainable regional growth. The Regional Administrator supports local teams, implements consistent policies and best practices, resolves escalated concerns, and maintains effective communication among leadership, administrative personnel, and registered professionals.

The position is accountable for maintaining registry operations in accordance with applicable Agency for Health Care Administration (AHCA) requirements and federal, state, and local laws. The role supervises company administrative employees and coordinates registry referral functions while preserving the independent-contractor relationship of referred caregivers and the limits of the nurse registry model.

Regional Leadership and Administrative Operations

• Plan, organize, direct, and manage daily administrative operations across assigned locations, ensuring consistent processes, service standards, and accountability.
• Serve as a liaison among governing body, professional personnel, and administrative staff; communicate regional priorities, operational concerns, and resource needs.
• Establish, implement, and maintain policies and procedures for registry administrative functions in collaboration with leadership, HR, and compliance personnel.
• Lead Care Coordination Specialists and other assigned administrative employees through clear expectations, coaching, mentoring, feedback, and corrective action in partnership with HR.
• Recruit, hire, develop, and terminate company administrative personnel as needed with HR guidance; ensure appropriate orientation and ongoing employee education.
• Foster positive morale, teamwork, accountability, and continuous improvement across locations.
• Participate in monthly leadership meetings and lead regular regional and local team meetings to review priorities, open cases, referral coverage, and operational concerns.
• Ensure offices have appropriate supplies, equipment, and resources; promote accurate, timely, and efficient documentation in Matrix and other approved systems.

Client Relationships, Intake, and Retention

• Oversee the client experience from initial inquiry through ongoing referral coordination, building productive relationships with clients, families, caregivers, and referral partners.
• Explain registry services to clients and caregivers as deemed by escalation processes.
• Use Matrix and Care Funnels to track prospects, follow-up activity, conversions, and active cases.
• Conduct client calls as appropriate to explain services, complete start of care details, gather feedback, and address client concerns.
• Resolve management-level service concerns promptly, document follow-up, and address avoidable service interruptions and premature discharges.
• Coordinate appropriate client engagement, including birthdays, condolences, and other significant life events, with sensitivity and respect for privacy.

Caregiver Registration and Referral Coordination

• Partner with caregiver registration, HR, and compliance personnel, as appropriate, to maintain a roster of qualified independent caregivers available for client referrals.
• Understand applicable credentials and documentation, including professional licenses or certifications, CPR, Level 2 background screening eligibility, required roster records, and professional liability insurance where required.
• Meet regularly with care coordination personnel to address open cases, caregiver availability, referral matching, and hard-to-fill requests.
• Monitor referred service hours and caregiver availability to support client needs and regional goals while respecting client choice, caregiver acceptance of referrals, and independent-contractor status.
• Maintain a clear distinction between supervision of administrative employees and referral of independent caregivers; do not direct, supervise, manage, or train referred caregivers in the provision of care.

Quality, Regulatory Compliance, and Emergency Preparedness

• Maintain registry administrative operations in compliance with applicable AHCA licensing standards and other federal, state, and local requirements affecting client health, welfare, safety, and privacy.
• Monitor regulatory changes, communicate updates, and coordinate timely revisions to policies, documentation, and administrative practices across the region.
• Maintain readiness for licensing reviews, surveys, and administrative record audits; coordinate responses and corrective action with appropriate leadership and compliance personnel.
• Oversee annual review, updating, and required submission of each applicable Comprehensive Emergency Management Plan (CEMP); maintain current emergency contacts and regional communication procedures.
• Promptly escalate catastrophic events or other incidents that may interrupt or end services, and ensure required notifications to AHCA, the Department of Health, and other authorities are made within applicable timelines and through required reporting channels, including telephone and written reports when required.
• Ensure public information, marketing materials, and related activities accurately describe registry services and include required licensing information.
• Promote compliance with applicable employment requirements for company staff and protect confidential client, caregiver, and employee information.

Regional Growth, Financial Coordination, and Community Relations

• Implement regional initiatives and best practices to support client retention, monthly census growth, referred caregiver-hour targets, and company-established key performance indicators (KPIs).
• Review regional operating results, identify service and process gaps, and coordinate improvement plans with local teams and leadership.
• Collaborate with Billing on accurate billing documentation, Assignment of Benefits (AOB) submissions, accounts receivable (A/R) follow-up, and client questions about invoices, insurance, and services.
• Work with appropriate personnel to resolve escalated timesheet discrepancies and administer approved client billing rates and caregiver compensation arrangements consistent with company policy, contractual terms, and the registry model.
• Market registry services to established referral sources, develop professional relationships, and collaborate with channels generating new and returning business.
• Represent the Registry at community functions, professional organizations, and marketing events; maintain a professional public image as a responsive care referral resource and client advocate.

Perform other duties and responsibilities as assigned.

Qualifications

Education and Experience

• Bachelor’s degree in business, marketing, healthcare administration, or a related field, or equivalent relevant experience; master’s degree preferred.
• Minimum of 7–10 years of progressive leadership experience in home care, healthcare staffing, nurse registry services, or a related healthcare setting.
• Experience coordinating operations across multiple locations and implementing consistent administrative practices.
• Strong working knowledge of Florida nurse registry requirements, private-pay home care, long-term care insurance processes, and the distinction between registry referrals and home health agency services.
• Experience with electronic records, scheduling systems, database management, and standard office applications; Matrix experience preferred.
• Ability to meet applicable administrator qualifications and background screening requirements. Maintain any professional license required for assigned duties; nursing licensure is required only if applicable to the position’s designated responsibilities.

Skills and Competencies

• Strong leadership, organization, prioritization, and problem-solving skills in a multi-site environment.
• Clear, professional verbal and written communication with clients, families, caregivers, staff, referral partners, and regulatory contacts.
• Ability to coach administrative teams, establish accountability, and navigate challenging service and operational issues.
• Proficiency with Microsoft Office, electronic records, and accurate documentation; ability to use operational data and KPIs to guide improvement.
• Emotional intelligence, empathy, discretion, integrity, and sound judgment when handling confidential or sensitive information.
• A collaborative, proactive approach, positive attitude, and consistent follow-through.
• Flexibility in responding to changing client needs, regulatory requirements, and organizational priorities.
• Commitment to client- and family-centered service, professional relationships, and continuous improvement.

Work Environment and Travel

• Work is performed in registry offices, client homes, and community settings across the assigned region.
• Regular travel among assigned locations, to client visits, and to community or professional events is required. Reliable transportation is necessary.
• Maintain an office presence when not performing approved off-site responsibilities, consistent with company expectations.
• Participate in leadership meetings, lead team meetings, and collaborate across departments to support consistent regional operations.

EEO Statement

CareGivers of America is an Equal Opportunity Employer and Registry. We comply with all applicable federal, state, and local laws prohibiting discrimination in employment. We do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, marital status, veteran status, or any other protected characteristic under applicable law. Employment decisions are based on qualifications, merit, and business needs.